INDIA TOURISM DUBAI

T E N D E R N O T I C E

DXB/EXH/VI/ATM-1/2017 24.1.2017

India Tourism, Dubai invites Tender Bids from reputed professional Exhibition Contractors with proven experience of fabricating travel related International Exhibition stalls/stands. The objective of this Tender Bid is to design, construct, maintain and dismantle the India Tourism Pavilion at the forthcoming Arabian Travel Market (ATM) - 2017 to be held at the Dubai World Trade Centre (DWTC), Dubai from 24-27 April, 2017. The Theme for the India Pavilion during the ATM-2017 is “Yoga & Wellness” with the objective to depict India as a Year round multi-faceted tourist destination for all ages, all seasons and all reasons, luxury, wildlife and medical tourism and to provide a platform for the Indian travel industry comprising of the Indian Tour Operators, Travel Agents, Hoteliers, Airlines and State Governments to showcase their tourism products & services. All proposals should be accompanied with a detailed Costing for Design, Installation, Upkeep during the event and Dismantling of the Pavilion after the event. The Tender should be submitted in two parts (i) ‘Technical Quotation of Design– ATM-2017’’ in sealed cover and (ii) ‘Financial Quotation– ATM-2017’’ in sealed cover. (The ‘Financial Quotations’ would be opened only for the Technical Quotation of Designs which are short listed by a Committee set up for this purpose.) Both applications should be submitted separately in a sealed cover duly mentioning on the cover that it is for the (i) ‘Technical Quotation of Design– ATM-2017’’ or for (ii) ‘Financial Quotation– ATM-2017’’. The outer sealed envelopes should also have the Full Name, Postal Address, Fax, E-mail, Telephone number of the Tenderer on the bottom left corner. The design specification for the India Pavilion at the Arabian Travel Market-2017 and Guidelines for submitting the Tender Bids can be collected from the India Tourism Office, Dubai during 9.00 am to 4.00 pm from Sunday to Thursday (January 24-31, 2017) and are also available on the website – www.tourism.gov.in / www.tenders.gov.in and the same may be downloaded by interested agencies for submission of their bids. Interested parties may please send the Tender Bids in sealed envelopes as specified above to The Assistant Director, India Tourism, 104, 1st Floor, NASA Building, Al Maktoum Road, Deira, Dubai -Tel: +971-4-2274848; E-mail: goirto@emirates.net.ae and must reach the India Tourism Office on or before Sunday, the 5thFebruary, 2017 by 4.00 p.m.

(I.R.V.Rao)

Assistant Director India Tourism, Dubai

GOVERNMENT OF INDIA

INDIA TOURISM DUBAI

No.: DXB/EXH/VI/ATM/2017 Date:24.1.2017 GUIDELINES -Design / Concept for India Pavilionat ArabianTravel Market (ATM) 2017 – Tender dated 24.1.2017 of India Tourism, Dubai India Tourism, Dubai, Govt. of India will be participating in Arabian Travel Market (ATM) which is being held during the period 24-27 April, 2017 at the Dubai World Trade Centre (DWTC), Dubai and is a major travel mart of the Gulf & Middle East. The primary objective of participation in this event is to depict India as a “Multi-faceted tourist destination for Yoga& Wellness, Luxury, Wildlife and Wellness/Medical travel and to provide a better platform for the Indian travel industry comprising of the Indian Tour Operators, Travel Agents, Hoteliers, Airlines and State Governments to showcase their tourism products & services. India Tourism, Dubai requires the services of a professional agency / design house or institute / architect, with experience in the field of Designing of Pavilions, for providing an eye catching Design and Concept, with a focus on new themes and ideas, for the India Pavilion at the Arabian Travel Market (ATM) in Dubai. 01. The Tender may be submitted in two parts:

(i) „Technical Quotation of Design– ATM-2017‟‟ (ii) „Financial Quotation– ATM-2017‟‟

NOTE:

(i) Both the above Envelopes should have the Full Name, Postal Address, Fax, E-mail, Telephone number of the Tenderer on the bottom left corner of the envelope.

(ii) Both applications should be submitted separately in a sealed cover dulymentioning on the cover if it is for the „Financial Quotation-ATM-2017‟‟ or for „Technical Quotation of Design-ATM-2017‟‟.

(iii) The Financial Quotations would be opened only for the Technical Quotation of Designs whichare short listed by a Committee set up for this purpose.

02 Scope of work

Arabian Travel Market (ATM) in Dubai from 24-27 April, 2017. 03. SPECIFICATIONS AND ANCILLARY REQUIREMENTS

(i) The area of the India Pavilion at the Arabian Travel Market-2017 will be approx. 253 Sq. mtrs. (23m long and 11m wide) as per the Floor Plan which is attached.

(ii) The India pavilion will have 22-24 individual booths of 4 sq. mtr. each for the

participants/co-exhibitors. Some of the co-exhibitors may take more than one booth and therefore, there should be a provision of combining/extending the booths in the existing Plan / Layout.

(iii) The Pavilion should essentially reflect an Indian décor and ambience with, a

professional, business type lay out which is conducive for conducting buyer – seller meetings and effective Incredible India branding.

(iv) There should be easy accessibility, visibility and signage‟s for all participants / co-

exhibitors in the Indian Pavilion (v) The pavilion will have a raised platform (Stage), Pantry area, Reception, VIP

lounge, storage place for all participants/ co-exhibitors, area for activities such as Mehendi/Henna application, handicraft display / demonstration, etc., information counters, and office space. The space earmarked for these facilities will be restricted to 40 % of the total area of the Pavilion, whereas 60% of the total area of the Pavilion will be for booths / areas for co-exhibitors in the Pavilion.

(vi) The Pavilion should signify that India is a as a multi-faceted tourist destination for

luxury, wildlife and wellness/medical travel and to provide a better platform for the Indian travel industry comprising of the Indian Tour Operators, Travel Agents, Hoteliers, Airlines and State Governments to showcase their tourism products & services and at the same time provide a professional, business type lay out, conducive for buyer – seller meetings and with effective Incredible India branding.

(vii) The pavilion should have:

a) Visible and prominently located Reception area(s) at the entrance(s)and a

second smaller Reception counter on the other end of the Pavilion (total two counters).

b) A VIP lounge comfortable enough to hold press interviews & meetings. c) Individual storage place for all participants/ co-exhibitors in the booth tables as

well as a separate larger, covered storage area in the Pavilion. d) Areas for activities such as mehendi application, handicraft display /

demonstrations, cultural performances, etc. e) A provision of Pantry area including area for Hi-Tea may be kept.During“Happy

Lunch Hour” arrangements of 100 lunch packets needs to be arranged for four days for co-exhibitors/guests. The lunch menu would be finalized by Assistant Director, India Tourism,Dubai in consultation with India pavilion Contractor. The lunch packets must be arranged from DWTC catering unit as per their rules and regulations.

f) During the four day event the pantry to be stocked daily with soft drinks /

juices / tea / coffee and biscuits/cookies/snacks/titbits,disposal crockery/ glassware /napkins etc., by selected company/stand contractor. One set of key should be handed over to India Tourism, Dubai. One small fridge in the VIP area also needs to be kept with full of soft drinks / juices.

g) A Pavilion plan display in a central place of pavilion indicating the placement of

booths with booth numbers, for facilitating visitors and business contacts of the co-exhibitors.

h) Internet connectivity and individual electrical connectionsfor all

individual booths. If Wi-Fi facility is not provided to individual booths due to any technical reason by the selected company/stand contractor, a voucher of AED 500/- of Etisalat / Du local mobile service providers would be mandatory to provideby the selected company/stand contractor from the first day of the ATM-2017to the Assistant Director, India Tourism, Dubai to hand over to the co-exhibitors at India Pavilion.

i) Visible fascia for all co-exhibitors. j) Trans lite / backlit displays to be used in the design of the booth. k) The Pavilion should be erected on a raised platform of 2 inches and all photos

displayed will be back lit in form of Tran slides. l) A LED Video Wall 55” [55”] 3x3 for screening of tourism films/commercials in

the India Pavilion. m) The scope of work will cover providing plants to add a green touch to the

Pavilion, electrical fittings in the pavilion/ and in all individual booths of co-exhibitors as per requirements, as well as daily cleaning of the pavilion during the course of the exhibition.

n) The scope of work will also include construction of the pavilion at site well in

time, and maintenance activities during the event and dismantling of the pavilion after the event.

o) All the other ancillary works relating to India Pavilion like printing of

participant‟s directory, providing ethnic uniforms for staff working in the India Pavilion, providing of backdrops for Press Conference, etc. are also included in the scope of the work.

04. GUIDELINES FOR SUBMISSION OF DESIGNS (TECHNICAL QUOTATION OF THE DESIGN) The concept designs for ATM 2017 may be submitted as per following details: ENVELOPE - I: Superscribing “Technical Quotation of Design ATM 2017”.

To include the following documents/details: a) Details of the Tenderer:

(i) Profile of the Agency / Company. (ii) Details of Technical Manpower and Staff available in – house. (iii) Track record - details of involvement in similar events. (iv) Specific experience relating to the particular event. (v) All bidders should submit a self-undertaking that they have never been

blacklisted by any Government of India Ministry/Department/Authority/Organization/Agency.

(vi) Statement signed by a statutory auditor, indicating turnover of the company, during the last financial year i.e. 2015-16.

(vii) Copy of Income Tax Returns submitted for the last three financial years and PAN details.

b) The technical bids will be judged following the criteria as detailed below.

Sl. No.

Item Marks

(i) Overall Concept / Theme and layout of the India Pavilion

50 Marks A. Concept & Design – 25 Marks B. Effective Utilization of Space – 10 Marks C. Effective branding – 15 Marks

(ii) Innovative ideas for Pavilion and the event

--10 Marks

(iii) Layout of other facilities & display in India Pavilion with Indian Theme items / attractions etc.

--10 Marks

Total --70 Marks

II. To include a Working Design with the following details pertaining to the pavilion:

(i) Overall Layout Plan of the Pavilion. (ii) Decoration plan of the pavilion with suitable entrance gates, displays, etc. (iii) Dimensions of the Pavilion, displays, pillars if any, gates, etc. (iv) Detailed specifications of Material to be used for the Pavilion and displays /

decoration in the Pavilion. (v) Suggestions of Value Additions to the event

NOTE: The Concept / Design of the Pavilion with lay out, decoration plan, etc. as indicated above must be submitted in hard copy as well as on CD. 05. EVALUATION OF DESIGNS RECEIVED:The agencies / parties submitting Designs will be evaluated on the basis of thefollowing:

(i) Uniqueness of Concept, Theme and Design (ii) User–friendliness of the Design (iii) Effective branding of India (iv) Maximum utilization of Space without compromising the effectiveness. (v) Value Additions and new ideas for the Pavilion

NOTE: The selected design / concept, both in hard and soft copy format submitted for the Tender Bid shall become the property of India Tourism, Dubai. 06. GUIDELINES FOR SUBMISSION OF FINANCIAL QUOTATION The ENVELOPE – II:should be marked on the cover as: „Financial Quotation - ATM-2017‟

To include the following documents / details:

I. A Financial Bid, clearly indicating the cost in AED (UAE Dirhams) against the following heads :

(i) Construction, maintenance & dismantling of the pavilion. (ii) Decoration and Display within the pavilion. (iii) Transportation of material to the site and back. (iv) Expenditure on other activities as listed in the scope of work above.

(Head wise indication of cost is essential)

II. The financial bid should be in AED (UAE Dirhams). In case part payment is desired in foreign currency, the same should be clearly indicated in the bid.

III. Terms of Payment: No advance payments will be made. Payments would be made in UAE Dirhams (AED) by Bank Transfer and payment will be made to the successful bidder as per following schedule:

a. Payment of 40 % of the total contractual amount will be made by cheque / bank

draft / electronic transfer on completion of construction of the India Tourism Pavilion in the evening of 23rdApril, 2017.

b. Payment of 40 % ofthe total contractual amount will be made by cheque / bank

draft / electronic transfer on or after 28th April, 2017 after dismantling the pavilion and clearing of the site.

c. Payment of 20 % of the value of the contract will be made by cheque / bank

draft / electronic transfer on or after 1stMay, 2017.

All the documents submitted by the agencies should be signed on each page by the authorized signatory of the company. The documents should be spiral bound, duly page numbered and properly indicated. The agencies who do not submit their bids in the proper format, with required documents and in the required format would be liable for rejection. The agencies submitting their bids should also mention that they agree to the terms and conditions mentioned in the tender document. OPENING OF BIDS AND SELECTION PROCEDURE:A Constituted Committee will evaluate the Technical Bids of the agencies which are found eligible after scrutiny of the bids on the basis of a set criteria. While Technical Evaluation will carry a weighting of 70 marks. The Financial Bids will carry a weightage of 30 marks. The Technical Bids will be evaluated on the basis of presentations to be made by the eligible tendered/agencies before a Constituted Committee in the India Tourism office in a pre-announced date and time.

07. ADDITIONAL INFORMATION

(i) India Tourism, Dubai reserves the right to reject or accept any offer without assigning any reasons whatsoever.

(ii) The agencies/ Parties submitting Designs will be short listed for making

presentation before India Tourism, Dubai on an appointed date & time.

(iii) Conditional bids will be rejected outright.

(iv) Late / Incomplete Application / Bids and those which are not as per Guidelines would be rejected.

(v) Any Displays / Translates of India Tourism & Participants produced for the India

Pavilion at the Travel Mart, will be the property of India Tourism, Dubai, Govt. of India, on completion of the events.

(vi) Validity of Tender: Tender shall remain valid for acceptance for a period of

one year from the date of opening of Tender.

(vii) The Tenders will be opened in the presence of a Committee constituted for this purpose and duly authorized representatives of the tenderers.

(viii) Insurance: Insurance, including transit insurance will be arranged by the

supplier / contractor. (ix) Liquidated Damages: In the event of contractor‟s failure to complete the

work within the specified time, India Tourism, Dubai may, without prejudice to his any other rights hereunder, recover from the supplier, as Liquidated Damages, the sum of 5 % of the contract price.

(x) Termination by default: India Tourism, Dubai reserves the right to terminate the contract of any agency in case of change in the Government procedures or unsatisfactory services.

(xi) Risk – Purchase Clause : If the contractor, after submission of tender and

the acceptance of the same, fails to abide by the Terms and Conditions of the tender document or fails to complete the work within the specified time or at any time repudiates the contract, the India Tourism, Dubai / Ministry of Tourism will have the right to :

(a) Forfeit the Security Deposit / Performance Bank Guarantee

(b) Invoke Security Deposit / Performance Bank Guarantee. (c) In case of completion through alternative sources and if price is higher,

the contractor will pay the balance amount to the India Tourism Office, Dubai

(d) For all purposes, the work order issued by India Tourism, Dubaiwill be considered as the formal contract.

(xii) Terms & Conditions :

(a) The work will be undertaken as per the design and concept selected by the India Tourism, Dubai.If the work is kept incomplete, India Tourism,

Dubai will have a right to deduct the amount as per the area of workleft incomplete.

(b) On awarding the contract / work order, the selected agency will deposit 5% of the value of the contract amount as Security Deposit/ Performance Bank Guarantee in the form of Account Payee Demand Draft / Bank Guarantee from anylocal bankin Dubai/UAEin an acceptable formwithin a week from the date of receipt of the work order. The Account Payee Demand Draft / Bank Guarantee should remain valid for period of 60 days beyond the date of completion of all contractual obligations. The Account Payee Demand Draft/ Bank Guarantee will be released after the contractual period.

08. Governing Law, Jurisdiction: This agreement is governed by and shall be construed in accordance with the laws of Dubai and the United Arab Emirates. 09. Dispute: Any dispute between the parties shall be resolved amicably by the Dubai Chamber of Commerce and Industry/ concerned judicial authority of Dubai, UAE upon the approach of either party.

I.R.V. Rao Assistant Director

India Tourism, Dubai

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